How to make ChatGPT work for localization project managers

I tried ChatGPT for writing emails, but it just doesn’t sound human. If that’s a familiar feeling, this post is for you.

There’s plenty of generic advice on how to write prompts. But most of it isn’t tailored to real-world needs of project managers dealing with services like localization.

This post is based on practical uses of ChatGPT in day-to-day client work — quoting, emailing, resolving issues — where clarity, tone, and speed really matter.

What can ChatGPT help project managers with?

• Writing non-standard quotes or proposals
• Communicating with clients (reminders, terms of cooperation, rate changes)
• Handling claims or difficult situations

How can you shape effective prompts?

• Show examples: Upload 3–5 successful emails and ask ChatGPT to copy their style.
• Set boundaries: Word count, tone, emojis, jargon, etc.
• Give context: Who you are, what the situation is, and what matters (Example: “Imagine you are a PM in a localization company. You need to offer a client X conditions, and you have been working closely for Y years.”)
• Specify style and format: Should the response be formal or informal? In a list/table/plain text?
• Define the audience: Newcomers to localization, executives, etc.
• Clarify the level of detail: Summary or detailed explanation?
• Split complex requests: Clarify the details first, then get the final answer.
• Refine the output: Ask ChatGPT to critique and improve its own responses.

What should you consider when editing emails with AI?

• If you want to edit the content and style of your email, upload the email you’re responding to, your draft, and a clear prompt.
• If you want to edit only the style of your email, just upload your draft.
• If you want an evaluation of your email, upload your draft and precisely define your criteria.

Before you press send:

• Stay engaged: Tone, clarity, and consistency still rely on your judgement.
• The more complex the task, the more guidance ChatGPT needs.
• Use a paid version to ensure data privacy.
• Make sure you have approval to process your client’s data with an LLM.

At InText, our project managers use AI-powered tools with one clear purpose: to improve the customer experience at every step. We strive for clearer communication and smoother workflows, with AI not replacing the human touch, but improving it. Our goal is to make every interaction with us more efficient, more personal, and more valuable.

Wishing you success with your AI-powered emails.